How do I retrieve a list of the fund numbers that I may access in Banner Finance?

Users who have access to Cognos may request BUSFM013 Banner Fund Listing, which is located in the Fiscal Management folder. The report lists the fund number, title, principal investigator, financial manager , designees, and executive/division/department codes.

Users may view a complete list of revenue and expenditure account codes in one of two ways:

Internet Native Banner (INB): Go to Internet Native Banner (INB) form FTVACCT, Account Code Validation. Perform a query by pressing the F7 function key, tab to Account Code and enter the digits of the account code preceding the "x's" and then enter the wildcard (for example, 751%), and press the F8 function key. The form will list all valid user-defined account codes according to the specific selection criteria.

WebFocus Dashboard: Users who have access to the Dashboard Finance Budget Development domain may go to the Banner Account Code, Activity Code, and Org Lists folder and request the COA Banner Account Code Hierarchy - Operating Ledger report for a list of all revenue and expenditure account codes in Excel or .pdf format.

Business and Finance recommends that users select the following columns when performing an Operating Ledger query: Accounted Budget, Year to Date, Encumbrances, Reservations, Commitments, and Available Balance.

The fiscal period represents the fiscal month period. For example, Fiscal Period "01" corresponds to July, "02" to August, and so on. Fiscal Period 13 is not used. Fiscal period 14 represents June Final. Business and Finance recommends that users select Fiscal Period 14 throughout the fiscal year to view year-to-date transactions.

A reservation is a requisition that has completed the approval process (i.e., all approvals including Commitment Office are recorded), is posted to the system, but has not yet been assigned a purchase order number.

How do I find General Expense available in a General Unrestricted fund in INB and BSS?

Users may view summary fund information (Adjusted Budget, YTD, Commitments, Available Balance) by revenue and expense categories at INB form FGIBSUM. The Chart of Accounts is "1", Fiscal Year "14", enter Organization and Fund, and then perform a Next Block function. Click the Rollback icon on the tool bar to perform a new query.

In BSS, go to the Operating Ledger Query Budget Status by Organizational Hierarchy. Verify that the Include Revenue Accounts box is not checked. At Query Results, click on the Organization Code. See Account Type 70, Expenditures and Deductions.

At the Finance menu in BSS, click Operating Ledger Query. At Create a New Query Type, click Create Query. Select the columns to be displayed in the query. Click Continue. Select the Fiscal Year, Fiscal Period, Chart of Accounts (1), and enter the Fund and Grant Fund. Verify that the Include Revenue Accounts box is not checked. Click Submit Query. The Report Total Available Balance column displays the available balance for the grant fund.

How do I look up the current fund balance in my Designated, Restricted, Construction, or Agency fund?

At the Finance menu is BSS, click Fund Balance Query. Enter the six-digit fund number at the Fund field, and click Display Fund Balance. The current fund balance displays in the last row of the Actual & Commitments column.

FOIDOCH allows users to enter a document number (e.g., Requisition, Purchase Order or eSeeDPV) and see related document numbers. Please note that users may not "drill down" on this form, but must instead access BSS to see document details.

To find the purchase order number associated with a requisition, enter "REQ" at Doc Type and the eight-character requisition number (R#######) at Doc Code. Perform a NEXT BLOCK function. The purchase order number, if assigned, will display in the Purchase Order field.

In addition, users may enter " PO" at the Doc Type field and the eight-character purchase order number at the Doc Code field to see if there is activity associated with a specific purchase order. Again, the user must access BSS to see document details.

To find a check number associated with an eSeeDPV, enter "INV" at Document Type and the eSeeDPV (DP#####) number at Document Code. Perform a NEXT BLOCK function. The check number, if a check has been issued, will display in the Check field. Again, the user must access BSS to see document details including the check date.

What is the purpose of the Organizational Encumbrance List FGIOENC form?

This INB form displays a list of encumbrance balances by fund or organization. This form is helpful for users who monitor Sponsored Programs funds and are working on close out reports, as it displays a quick list of current open commitments.

Users may access the Document History FOIDOCH form in INB to verify that a check has been issued.

To find a check number associated with an eSeeDPV, enter "INV" at Doc Type and the eSeeDPV (DP#####) number at Document Code. Perform a NEXT BLOCK function. The check number, if a check has been issued, will display in the Check field.

To find a check number associated with a purchase order, users may enter "PO" at the Document Type field and the eight-character purchase order number at the Document Code field, perform a NEXT BLOCK function, and see the Check field.

Alternately, from the Finance menu in BSS, click View Document.

Select Requisition, Purchase Order, or Invoice, as appropriate, from the "Choose type" drop down. To find a check number associated with an eSeeDPV, choose "Invoice" from the Choose type drop down.

Enter the eSeeDPV number at Document Number. Click View Document.

The check number, if a check has been issued, will display at bottom of the screen under the heading Related Documents.

To find a check number associated with a purchase order, choose "Purchase Order" from the Choose type drop down.

Enter the eight-character purchase order number at Document Number. Click View Document.

The check number, if a check has been issued, will display at bottom of the screen under the heading Related Documents.

How do I search on a vendor in INB without having to start a requisition?

Users may access the Entity Name/ID Search FTIIDEN form in INB to see if a vendor is stored in Banner. At FTIIDEN, perform a NEXT BLOCK function. Tab to Last Name and type the vendor name. Remember that INB is case sensitive, and that the wildcard symbol (%) may be used to broaden the search. Execute the query by pressing the F8 function key. To perform another query, press F7 to reset the form, tab to Last Name, and begin a new query.

How do I find the document number (R#) for a requisition that I have just entered or that is in the approval process?

The Open Requisition by FOAPAL Query FPIORQF form in INB provides a list of open requisitions by fund number. An open requisition is a requisition which has not been assigned to a purchase order or which has been posted but not cancelled.

At FPIORQF, enter the six-digit fund number and four-digit organization code, and perform a NEXT BLOCK function to view open requisition detail including the requisition number, line item number, item description, unit of measure, quantity, vendor, and unit price.

Note: The FOAPAL must have been entered on the requisition for the document to display on this screen.

From the Finance menu in BSS, click View Document. The default at Choose type is Requisition, which is correct. At Document Number, enter the eight-character document code. Scroll down and click Approval History. For documents currently in the approval process, the screen displays an Approvals Required box and an Approvals Recorded box. For documents that have recorded all approvals, the screen displays the recorded approvals and the following message: "There are no approvals required at this time."

Note: A requisition that has been denied and is still in process will indicate no approvals required.

View Document allows the user to view detailed financial information (including FOAPAL) for documents such as purchase requisitions, purchase orders, and invoices; and to view the approval status and history for requisitions, eSeeDPV's, and purchase order invoices greater than $1,000.

The requestor or an approver must disapprove a completed requisition in BSS before editing the document for changes to the FOAPAL or commodities.

Requisitions may be modified at the Requisition FPAREQN form in INB. At the Requisition field, enter the eight-character (R#######) requisition number to be modified. Perform a NEXT BLOCK function to view each Requisition Entry window, edit or complete each window as necessary, and click "Complete" at the Balancing/Completion window.

How do I modify document text or item text on a requisition without having to first disapprove the document?

The requestor or an approver may modify document text or item text in INB at the FOAPOXT Procurement Text Entry form.

To modify document text in INB, go to the FOAPOXT form and enter "REQ" at Text Type. Tab to Code and enter the eight-character (R#######) requisition number. Perform a NEXT BLOCK function. The cursor displays at the first text line. Enter or modify text as appropriate (maximum of fifty characters per line). To enter additional text, click in the next Text line, or perform a NEXT RECORD function. To delete a complete line of text, click Record, Remove from the menu bar. Save the item text and click the Exit icon.

To modify item text in INB, go to the FOAPOXT form and enter "REQ" at Text Type. Tab to Code and enter the eight-character (R#######) requisition number. Tab to Item # and enter the number that corresponds to the line item on the requisition. For example, if line item #2 on the requisition requires update, enter a "2" at the Item# field. Perform a NEXT BLOCK function. The cursor displays at the first text line. Enter or modify text as appropriate (maximum of fifty characters per line). To enter additional text, click in the next Text line, or perform a NEXT RECORD function. To delete a complete line of text, click Record, Remove from the menu bar. Save the item text and click the Exit icon.

Note: The Item Description entered at the FPAREQN Commodity/Accounting window may only be changed by first disapproving the requisition.

A requisition that has been entered in error or denied may be deleted in order to release budget funds and to delete the approval requirements. A requisition that is in process may be deleted at the Requisition FPAREQN form. If a requisition is in approvals, it must first be denied in BSS by the requestor or an approver before the document may be deleted in INB.

At the FPAREQN requisition field, enter the eight-character (R#######) number to be deleted. Perform a NEXT BLOCK function to access the Requisition Entry: Requestor/Delivery Information window. Click Record Remove from the menu bar. The auto hint line at the bottom of the screen displays the following message: Press Delete Record again to delete this record. Click Record, Remove from the menu bar. Repeating this step prompts an alert box containing the message: All Commodity and Accounting Records will be deleted. Click OK to delete the requisition. The auto hint line displays the following message: Deletion of Requisition is completed.

To verify that the requisition has been deleted, go to INB form FOIDOCH. Enter "REQ" at Document Type and the eight-digit requisition number at Document Code. Perform a Next Block function. If you have successfully deleted the document, the following message will display at the auto hint line (lower left of screen): Invalid Request Code.

In INB, go to the Document History FOIDOCH form, enter "REQ" at Document Type and the eight-character requisition number (R#######) at Document Code. Perform a NEXT BLOCK function. The purchase order number, if assigned, will display in the Purchase Order field. Or, from the Finance menu in BSS click View Document. The default at Choose type is Requisition, which is correct. At Document Number, enter the eight-character requisition number. Scroll down and click View Document. The purchase order number (if assigned) will display at bottom of the screen under the heading "Related Documents".

The General Message GUAMESG form displays Banner system messages associated with document approvals. To view messages for a specific requisition, press F7, tab to Item, enter the eight-character requisition number, and press F8. All messages for that document will display.

Note: Click the Complete radio button and Save to delete a system message.

How do I find the available balance in a standing purchase order in INB or BSS?

In INB, go to the Detail Encumbrance Activity FGIENCD form. Enter the eight-character purchase order number at Encumbrance and perform a Next Block function. The screen displays the vendor name, purchase order status (open or closed), FOAPAL information, and all transaction activity associated with the encumbrance.

Alternately, from the Finance menu in BSS click Encumbrance Query. Enter the appropriate parameters for your query. Select the Fiscal Year, Fiscal Period, Chart of Accounts (1), Fund, and Organization. You may also enter an account code to narrow your search. Click Submit Query. The Query Results box displays encumbrances by account with underlined links providing access to the encumbrance document detail. The columns include original encumbrance amount, encumbrance adjustments (e.g., POCA's), Year to Date actual (posted invoices), and Current Commitments. The current commitment amount indicates the remaining balance.

If a purchase order is created in error, send an e-mail message to CPC-Financial Commitment requesting that both the PO and the corresponding purchase requisition be canceled. Banner re-establishes the purchase requisition when a purchase order is canceled. Therefore, it is important to request cancellation of the requisition so that another PO is not assigned.

How do I know if a payment was made via paper check, direct deposit, ePayables or by Wire Transfer (Foreign Payments)?

Direct deposit payments are indicated by an eight-character check number beginning with an exclamation point "!". Paper check payments have an eight-character check number beginning with the letter "A". ePayable payments are indicated by a eight-character check number beginning with a tilde "~". Wire transfer (Foreign Payments) are indicated by an eight-character check number beginning with a caret "^".

Enter the e-mail address (excluding the @slu.edu extension) at the "Email this request to field" of the person who will Complete the IDO (i.e., enter the credit fund/account code). You must enter the username of a Banner Finance user.

How do I know which account code to use for the debit/credit on a Generic IDO?

Generic IDO's are generally processed to record nonmandatory transfers between Designated funds (i.e., debit 887012 and credit 886012), copier usage between departments (i.e., debit and credit 744200), or inter-departmental professional services (i.e., debit 771070 and credit 920000). If your transaction does not fall under one of the standard service types (see the Service Type drop down on the eSeeIDO Request Entry screen) or the generic examples listed above, please your Commitment Office